Operations Administrator

Hours: 8am-4:30pm M-F. Some flexibility available.

Location: Hybrid Remote (from Northeast Ohio)

Position Summary

Provides administrative support for the Operations team, including primary support for the Facilities and Information Technology functions, and secondary support for Quality Assurance, Records and Food Service. Works closely with operations leadership and functional teams to support purchasing, vendor coordination, contract and documentation/records management, work order flows, access control administration and general day-to-day administrative needs.

Qualifications

• Bachelor’s degree or equivalent professional experience
• 5+ years of experience in operations administration or a related field
• Strong working knowledge of facilities and IT terminology and workflows
• Experience tracking contracts, inventories, work orders, and compliance documentation
• Comfortable with MS Office, particularly Word and Excel; capable of learning new software applications quickly
• Organized, attentive to detail with strong follow-through
• Exhibits sound professional judgment, discretion and reliability
• Strong problem solving and analytical capabilities; self-starter
• Ability to travel to facilities in Northeast Ohio (currently Cuyahoga and Lorain Counties)

Essential Functions

Primary Responsibilities

Contract, Documentation and Data Management

• Organize and track contracts, including renewal dates and warranties
• Maintain organized records for vendors, licenses, permits, inspections, certifications, and service documentation
• Coordinate procurement-related documentation, including quotes and purchase orders
• Assist with records management and retrieval
• Provide data entry support and document preparation for special projects

Inventory, Asset & Systems Tracking

• Assist with the maintenance of inventories for facilities’ assets, major equipment, technology devices and security systems
• Track asset lifecycles, warranties, refresh schedules, and replacements

Work Order & Request Coordination

• Ensure work orders are properly documented, approved, and closed out
• Prepare reports related to work order volume, trends, and recurring issues
• Support coordination with staff, vendors, and leadership to ensure timely follow-through

Access Control & Security Administration

• Assist with administration of access control systems (e.g., badges, user permissions) under the direction of leadership
• Maintain accurate records of access assignments, changes, and revocations
• Support documentation related to security systems and procedures

Safety and Compliance Administration

• Maintain and manage Safety Data Sheets (SDS) for applicable chemicals and products
• Ensure SDS documentation is current, organized, and accessible
• Track chemical documentation at a high level for compliance purposes
• Support maintenance of written safety and compliance documentation
• Supports documentation for CARF Accreditation and other compliance needs

Budget, Planning & General Operations Support

• Assist with tracking facilities, IT, and related expenditures against approved budgets
• Maintain operational records and data used for planning, reporting, and decisionmaking
• Prepare materials and documentation for leadership, committees, or board review
• Maintain policies, procedures, and standard operating documentation
• Perform other operational and administrative duties as assigned

Expectations, Skills and Abilities

• Participate (and pass requirements where applicable) in all required trainings
• Knowledge of and adherence to PEP Policies and Procedures.
• Ability to prioritize requests for assistance. Respond quickly and effectively to high priority situations

Physical requirements

• Ability to balance, bend, climb, crouch, kneel, reach, push, stoop, stand and sit
• Ability to use a computer and keyboard (hand-eye coordination and repetitive movements related to keyboarding)

Work Environment

• Risk of exposure to blood, bodily fluids and tissue
• Risk of exposure to hostile or aggressive behavior by clients and/or family members
• Risk of exposure to communicable disease (e.g., colds, flu, mumps, measles, chicken pox)

Job Type: Full-time

Pay: $45,000.00 - $68,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: Hybrid remote in Cleveland, OH 44115